KSeF in Poland

Spacebring supports eInvoicing via KSeF for Poland and helps you stay compliant by:

• Automatically generating eInvoices and credit notes in Poland’s mandatory FA(3) structured format
• Submitting invoices to Krajowy System e-Faktur (KSeF) at issuance for validation and receiving a unique KSeF identifier
• Automatically validating Tax IDs to improve reconciliation and tracking the synchronization status with KSeF
• Adding QR codes and KSeF identifiers to the PDF invoices sent to customers, allowing them to verify invoices directly in KSeF.

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Prerequisities

To activate KSeF eInvoicing, ensure the following requirements are completed:

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Complete location billing details

Your location billing details, tax, and currency must be complete and accurate.

1. Go to Location settings > General page > Billing details tab.
2. Fill in your location’s billing details.
   • Legal business name
   • Address (Country (Poland), Address line 1, City, and Postal code are mandatory)
   • Tax ID
   • Contact details (Email is mandatory).

3. Go to Location settings > Billing page > Taxes tab.
   • In the Tax rate field, enter a tax rate valid in Poland.
   • If you use custom tax rates in individual customers’ subscriptions or invoices, ensure they are also valid Polish tax rates. Otherwise, the invoice will fail to sync with KSeF.
   • For a customer outside Poland, use a 0% tax rate: the invoice is reported to KSeF as reverse charge for a business in the EU, and as outside the scope of Polish VAT for a customer elsewhere.
4. Go to Location settings > Billing page > Currencies tab.
   • Make sure your main location currency is set as PLN, Polish Zloty.
   • If your primary location currency is different, add PLN Polish Zloty as an alternative currency and apply it to all customer profiles for whom you want to generate eInvoices.

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Complete customer billing details

Each customer must also have accurate billing details.

1. Go to Location settings > Customers and manage the billing details settings depending on your needs:
   • Set the company billing details fields to Required.
   • Set the user billing details fields to Required too, if you need to generate eInvoices for individual users.
   If a billing details field is set to Required for a customer type:
   • New customers will be prompted to fill out their billing details at the first payment.
   • Existing customers missing billing details will be prompted to update their details during their next payment.

2. To review or update customer details manually:
   • Go to the Customers page > open each customer profile > locate Billing details section on the right side panel. Fill in any missing billing details as an administrator.
   • Alternatively, ask customers to update billing details on their own under Membership > Billing.

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Requirements for companies

For companies, complete billing details are required for eInvoices to be generated and synced. If a certain company’s billing details are incomplete or invalid, invoices for that company will remain in Draft status with a warning and cannot be issued.

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Requirements for individual users

For individual members, only fill in billing details if you want their invoices to be generated as eInvoices and synced to KSeF as well.

• If you do not want to generate eInvoices for individual members, leave their billing details, especially the Legal business name and Tax ID, empty.
• If at least one of these fields is filled for an individual member, Spacebring will attempt to sync their invoices as eInvoices to KSeF.

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Activate KSeF eInvoicing

Spacebring submits your invoices to KSeF with a KSeF token issued for your location’s tax ID.

1. Generate a token in the KSeF application for your location’s tax ID, with the permissions to issue and read invoices.
   • Copy the token when it is shown. KSeF shows it only once.
2. In Spacebring, go to Location settings > Billing > Invoices tab.
3. Enable the eInvoicing switch.
4. In the KSeF registration section, paste the token in the KSeF token field and click Connect.
   • Spacebring signs in to KSeF with the token right away. If KSeF rejects it, check that the token was generated for the tax ID in your billing details and has the permissions to issue and read invoices.
   • Once connected, the token isn’t shown again. To use another token, click Disconnect, then paste the new one and click Connect.

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Change your location’s tax ID

A KSeF token is issued for one tax ID. If you change your location’s tax ID, the KSeF connection becomes invalid and invoices aren’t submitted to KSeF until you connect a token for the new tax ID.

1. Generate a new token in the KSeF application for the new tax ID.
2. In the KSeF registration section, paste the new token and click Connect.

To stop using KSeF without connecting a new token, click Disconnect.

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How KSeF eInvoicing works

After KSeF eInvoicing is activated:

• All invoices for customers with valid billing details are automatically generated in the KSeF-compliant eInvoice format.
• During issuance, invoices are validated and submitted to KSeF. An invoice that fails validation or that KSeF refuses isn’t issued.
• KSeF assigns a unique KSeF identifier to each submitted invoice, usually within a minute or two, and the customer receives the invoice once it does.
• In parallel, customers receive the standard human-readable PDF invoice, which includes a QR code and KSeF ID allowing them to verify their invoice directly against KSeF.

• Credit notes are also submitted to KSeF if their original invoice was successfully synced. A credit note that KSeF rejects isn’t created, so you can fix the issue and create it again. A credit note created automatically for a refund is created anyway with the “eInvoice sync failed” status, and administrators are notified.
• When KSeF eInvoicing is active, voiding invoices and credit notes is not supported, because KSeF does not allow it. Instead, you can:
  • Issue a credit note to correct the invoice
  • If necessary, issue a credit note for the full invoice amount to void it.

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Track eInvoice syncing

Each invoice has the eInvoice sync status indicated. If an eInvoice fails to sync (for example, due to invalid or missing customer billing details):

• The invoice will not be issued.
• The system will display:
  • “eInvoice sync failed” status
  • A red warning triangle next to the affected invoice
  • A red warning triangle next to the customer’s name on the Customers page.
  • A notification to administrators with the Integrations > Failures notification enabled, on the Inbox page, by push, and by email.

If prompted, update the customer’s billing details or complete any required actions, and click Issue again. In rare cases, KSeF rejects an invoice after it was issued. The invoice then shows the same “eInvoice sync failed” status, and administrators are notified. You can also see the eInvoice sync status for all invoices in the invoices report.